Streamlining Intake Process - From Paper to Automated Web Forms

A nonprofit organization dedicated to supporting older adults recognized the need to modernize its intake process. Relying on paper forms and manual data entry had become inefficient and prone to errors. To improve accuracy, speed, and accessibility, the organization partnered with ECHO Technology Solutions to implement a fully automated, Salesforce-integrated intake system that streamlined every step from form submission to data management.

The client was using paper intake forms, which required a significant amount of manual work. Staff had to manually enter data into Salesforce, then scan and upload the paper forms as files linked to the corresponding records. This process was time-consuming, error-prone, and made it difficult to manage donor or patient preferences flexibly.

ECHO Technology Solutions proposed to fully automate the intake process and improve it further. We implemented web-based forms using JotForm that are sent to clients via email. Forms can be initiated from Salesforce and JotForm, via Flow, and through a link on the JotForm site.

For clients who are less comfortable with technology, staff can fill out forms on their behalf. The solution streamlined the process additionally by removing the need for clients to enter the same information multiple times. All subsequent forms are automatically linked to the same patient record.  

Furthermore, we built reports for a quick data overview and analysis, and implemented automated notifications to alert the COA team when new forms are submitted or when data is changed.

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The automation significantly reduced manual data entry and errors, sped up the intake process, and improved data accuracy.  

The client now benefits from:

• Web forms accessible by email or staff-assisted entry

• A streamlined process where patient data is entered only once

• Forms automatically linked to patient records in Salesforce

• Automated notifications to the COA team for timely follow-up

• Enhanced reporting capabilities for faster data insights

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